University Library Gift Policy
The University Library, consisting of the James G. Leyburn Library and the Telford Science Library, of Washington and Lee University encourages the donation of books and other materials to enhance its collections. Donations of funds to support the library’s general acquisitions or for the purchase of materials in a particular subject field are welcomed as well.
Books, manuscripts, journals, media, digital files and other materials donated to the library are designated for addition to the collections based on the recommendations of subject specialist librarians and faculty input. They will examine donations and evaluate them in accordance with the library’s collection development policies and priorities. Factors considered when reviewing gifts include:
- The relationship of the materials to the curriculum and faculty research interests
- The strengths and weaknesses of the existing collections
- The inherent value of the donated items
- Potential duplication of materials
- The capability of the library to process the materials
Once a gift has been received, the material is owned by the University Library. The library reserves the right to determine their retention, location, cataloging treatment, and other considerations related to their use or disposition.
Gifts are acknowledged via correspondence to the donor, and a record of the acknowledgment letter is maintained in the university library’s records. Donors of collections receive confirmation of the number of items donated, not a list of specific titles.
Gifts with restrictions, such as separate housing, perpetual retention, restricted access or return of items not added to the collection, are usually not accepted.
The University Library does not appraise gifts. This policy is endorsed by the American Library Association. The IRS requires an independent appraisal if a donor plans to claim a charitable deduction above a certain value. Tres Mullis, Executive Director for University Development, can assist the donor of a large gift in finding an appropriate appraiser and tax advisor.
How to make a donation:
General books: Anyone interested in making a donation should contact Elizabeth Teaff, Head of Access Services and the library’s gifts coordinator, at (540) 458-8645. She will discuss the gift materials with the donor and indicate whether or not the gift would be of value to the library. When Ms. Teaff is unavailable, please contact Carol Blair in our Acquisitions unit at (540) 458-8652.
Items for Special Collections: If your gift concerns materials that are rare, archival, or otherwise not targeted for the circulating collection, contact Tom Camden, Head of Special Collections & Archives, at (540) 458-8549.
Digital Files: Gifts of digital files should be communicated to Julie Kane, Head of Collection Services, at (540) 458-8662.
Monetary Donations: Any gift of money should be directed to University Librarian John Tombarge at (540) 458-8134. More information can be found below under Financial Support of the Library.
In More Detail
The library’s collection supports the educational philosophy of the University and the research needs of its students and faculty. We also focus on collecting and preserving materials related to the history of the University and the surrounding area.
Acceptance of Gifts
We recommend that potential donors provide a list of the materials they would like to offer, and send this to Elizabeth Teaff, library gift coordinator, or by mail to Elizabeth Teaff, Leyburn Library, 204 W. Washington Street, Lexington, VA 24450.
Under normal circumstances, the library does not accept textbooks, sets of general encyclopedias, photocopied items, damaged or marked up items, and periodicals not needed to fill gaps in the collection.
The University Librarian is the final authority of the acceptance and disposition of gifts.
Unless prearranged, packing and transportation of the gift to the library is the responsibility of the donor.
The library gifts team consists of:
- Elizabeth Teaff, Head of Access Services
- Julie Kane, Head of Collection Services
- Carol Blair, Library Assistant in Acquisitions
This team will contact the library’s subject specialists to discuss the proposed donation.
Financial Support of the Library
Monetary gifts to the University Library are much appreciated and needed.
If you are considering a gift, please contact University Librarian John Tombarge at (540) 458-8134. He will work with you to select subject designations (if any) and the wording of the gift plate. In addition, Mr. Tombarge will contact the University’s Development Office, which will prepare an acknowledgment and receipt of gift, and credit the gift to the University Library’s account.